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DocuSign Envelope ID:3FDDF183-DEOC-45F5-AE17-OB9CF99E613F <br /> and requests the use of a family member or friend, the <br /> agency may utilize the family member or friend to interpret <br /> only if the use of such person would not compromise the <br /> effectiveness or services or violate the LEP person's <br /> confidentiality. The agency will monitor these interactions <br /> and again offer interpreter services, if it appears there are <br /> problems with this arrangement. <br /> C. The agency will indicate in the LEP individual's file that an <br /> offer of interpreter services was made and rejected; that the <br /> individual was informed of potential problems associated <br /> with using friends or family members and the name of the <br /> person serving as an interpreter at the LEP individual's <br /> request. <br /> d. Only under extenuating circumstances shall the agency <br /> allow a minor(under the age of 18 years)to temporarily act <br /> as an interpreter. The agency will keep a written record of <br /> when it has used a minor as an interpreter, and this <br /> information will be shared with the DHHS upon request. <br /> 5. The agency will not require the applicant/recipient to pay for <br /> bilingual/interpretive services <br /> 6. Use of Interpreters at Hearings <br /> a. An interpreter will be provided for all hearings if a party <br /> requests an interpreter or if the Hearing Officer determines <br /> that an interpreter is necessary. <br /> b. A separate oath or affirmation to translate accurately shall <br /> be administered to all interpreters. <br /> C. Provision of Written Translations <br /> 1. The agency must provide written materials in languages other than <br /> English where a substantial number or percentage of the <br /> population eligible to be served or likely to be directly affected by <br /> the program needs services or information in a language other than <br /> English to communicate effectively. <br /> 2. Translation of Vital Documents <br /> a. The agency will ensure that vital documents for locally <br /> designed programs are translated into Spanish. <br /> 7 <br />